HomeMy WebLinkAbout022123-06.5
ADMINISTRATIVE STAFF REPORT 6.5
TO: Mayor and Town Council February 21, 2023
SUBJECT: Resolution No. 8-2023, awarding a professional services agreement for
project management services for the Fiber Optic Interconnect, CIP A-620
BACKGROUND
The Capital Improvement Program includes the Fiber Optic Cable Interconnect, CIP A-
620 (Attachment B). The project consists of the planning, design, and construction of fiber
optic cable to provide improved interconnected communications to the Town’s public
buildings and traffic signal/transportation network. As a first step, preparation of a fiber
optic master plan was required to evaluate existing conditions and infrastructure, analyze
needs, evaluate design options and implementation strategies, and to define a
preliminary scope of work with associated costs.
In spring 2021, the Town retained the consultant services of Advanced Mobility Group
to assist the Town with the preparation of the Townwide Fiber Optic Communications
Network Master Plan (“Master Plan”). Subsequently, at its special meeting of February
1, 2022, the Town Council approved the Master Plan via Resolution No. 8-2022.
Throughout 2022, staff worked to complete the funding plan to procure the necessary
funds to commence the design and construction phases of the project.
DISCUSSION
Due to the complexity of the project scope and the proposed design-build phasing
approach, it is recommended that the Town procure a consultant equipped with the
appropriate technical expertise and knowledgebase to assist staff with the project and
construction management oversight to deliver the project. Due to the firm’s extensive
expertise with the scope and requirements for the design and construction of a fiber optic
communications network, and specifically the firm’s knowledge of the Town’s needs and
scope through their development and preparation of the Master Plan, it is recommended
that the Town enter into a contract with Advanced Mobility Group (“consultant”) to
provide project management and construction oversight of the project. The consultant
proposal is provided as Attachment C, with the scope of work summarized as follows:
1. Pre-bid Support (RFP preparation for design-build phases, preparation of RFI
responses, evaluation assistance, bid review)
2. Design Phase Support (peer review of plans and specifications, constructability,
and schedule oversight)
Award of Contract for
Fiber Optic Interconnect
Project Management Services 2 February 21, 2023
3. Construction Phase Support
a. Integration Management
b. Communications Network Inspection
c. Cyber Security/Compliance Inspection
d. Fiber Optic Communications Inspection
4. Project Management (project close-out, final inspections, final invoicing, and
reporting)
Project Funding Status
Current project funding appropriation is $1.78 million, which includes a 2022 State of
California Community Program grant award of $500,000.
Schedule
Pending approval of the professional services agreement, project management tasks will
commence immediately and consist of preparation of a Request for Proposal for design
and construction services (“design-build”) with a preliminary schedule summarized as
follows:
Task Schedule
Preparation of Request for Proposal (“RFP”) Spring 2023
Award of Design-Build Contract June 2023
Design Phase Summer – Fall 2023
Construction Phase Winter – Spring 2024
Project Close-out Summer 2024
PUBLIC CONTACT
Posting of the meeting agenda serves as notice to the general public.
FISCAL IMPACT
The amount of the project management services contract is $51,950. An additional 10%
contingency in the amount of $5,195 will be reserved for a total budget of $57,145.
Sufficient funds to cover the project management services contract and contingency are
contained in Fiber Optic Interconnect, CIP A-620.
Award of Contract for
Fiber Optic Interconnect
Project Management Services 3 February 21, 2023
RECOMMENDATION
Adopt Resolution No. 8-2023, awarding a professional services agreement for project
management services for the Fiber Optic Interconnect, CIP A-620.
Prepared by:
Andrew Dillard
Transportation Manager
Reviewed by:
Tai J. Williams
Assistant Town Manager
Attachments: A – Resolution No. 8-2023
B – CIP Page No. A-620
C – Consultant Proposal and Scope of Work
RESOLUTION NO. 8-2023
AWARDING A PROFESSIONAL SERVICES AGREEMENT FOR PROJECT
MANAGEMENT SERVICES FOR THE FIBER OPTIC INTERCONNECT, CIP A-620
WHEREAS, the Danville Town Council previously appropriated funding for the Fiber
Optic Interconnect Project, CIP No. A-620 in the adopted 2022/23 Capital Improvement
Program; and
WHEREAS, the Danville Town Council approved the Townwide Fiber Optic
Communications Network Master Plan at a special meeting on February 1, 2022, via
Resolution No. 8-2022; and
WHEREAS, the Townwide Fiber Optic Cable Communications Network Master Plan
defines an implementation strategy for the full build-out of a Townwide fiber optics
communications network that would provide interconnected communications between
the Town’s traffic signal network and between its municipal buildings; and
WHEREAS, the Townwide Fiber Optic Cable Communications Network Master Plan
defines a cost-effective implementation strategy through utilization of the Town’s
existing traffic signal communications infrastructure; and
WHEREAS, the Townwide Fiber Optic Cable Communications Network Master Plan
and Fiber Optic Interconnect Project, CIP A-620 supports the Town of Danville 2030
General Plan, Chapter 5, “Public Facilities” for providing well-maintained community
facilities, responsive public services, and new technologies; and
WHEREAS, the Town desires to procure project management services to provide
oversight of the design-build phase of the Fiber Optic Interconnect Project, CIP A-620 that
will consist of the design and construction of a fiber optic communications network that
will serve and interconnect the Town’s traffic signal network and public buildings; and
WHEREAS, based on an evaluation of qualifications and the firm’s experience with
preparation and delivery of the Townwide Fiber Optic Cable Communications Network
Master Plan, Advanced Mobility Group of Walnut Creek, CA was determined to be the
most qualified consultant to provide project management services for the design-build
phase of the Fiber Optic Interconnect, CIP A-620; and
WHEREAS, sufficient funds have been budgeted in the Capital Improvement Program
for Fiber Optic Interconnect Project, CIP A-620; now, therefore, be it
RESOLVED, by the Danville Town Council that the Town Manager is authorized to
execute on behalf of the Town, a Professional Services Agreement with Advanced
Mobility Group of Walnut Creek, CA with a not-to-exceed budget of $51,950, and that
DocuSign Envelope ID: EF42CF97-A955-4DC0-81E6-73A78FC98A85
ATTACHMENT A
PAGE 2 OF RESOLUTION NO. 8-2023
the Town Manager be authorized to establish and utilize a 10% contingency in the
amount of $5,195 for additional services that may be subsequently approved by contract
amendment.
APPROVED by the Danville Town Council at a regular meeting on February 21, 2023,
by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
MAYOR
APPROVED AS TO FORM: ATTEST:
CITY ATTORNEY CITY CLERK
DocuSign Envelope ID: EF42CF97-A955-4DC0-81E6-73A78FC98A85
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Projects
ATTACHMENT B
Advanced Mobility Group | 3003 Oak Road, Suite 100, Walnut Creek, Ca. 94597 | www.amobility.com
Redefining Mobility.
Mr. Andy Dillard
City of Danville
Email: adillard@danville.ca.gov Subject: Project/Construction Management support for Fiber Implementation for City of Danville
Dear Andy,
Advanced Mobility Group is pleased to provide a scope for the fiber implementation
project for the Town of Danville. AMG continues to provide numerous municipalities
and agencies with construction management, and inspection services and staffing for
signal system and ITS work. We are currently providing Construction Management
services for the largest project in Coachella Valley and our role is to provide fiber optic,
software/cloud, and ATMS inspection and integration. AMG recognizes the importance
of staffing based on a client’s need and workload. Our flexible support and qualified
staff enable our clients to serve their constituents in a cost effective and efficient
manner. AMG understands that the Town will require as needed services to oversee the
fiber implementation project. Based on our overall knowledge of the project, AMG
anticipates assisting the Town with the following services for the project: Pre-bid Support
•AMG will assist the Town of Danville with several activities including preparing
the Request for Project (RFP) for the design-build project. AMG prepared the
Fiber Optic Master Plan for the Town, so AMG staff is fully aware of the project
needs and requirements.
•AMG will respond to RFIs from bidders as needed.
•AMG will prepare the evaluation criteria that will be used for the selection of the
design-build team and assist with the evaluation process as needed.
•AMG will assist the Town in the review of all bids to verify that they have been
submitted in accordance with the project requirements.Design Phase Support
AMG will conduct the constructability review of the design plans being prepared for the
project. The constructability review is intended to identify any errors or omission of
ATTACHMENT C
critical information needed to perform a construction task. AMG will provide peer
review of the plans by our subject matter experts (SMEs) with integration experience in
telecommunications and ITS.
All review comments will be documented, collected, and shared with the Town to
determine a course of action in advance of any construction being started on this
project.
AMG will provide recommendations that have a measurable impact associated with life
safety, expanding the life of the system, ease of maintenance, and is an expected
practice in the telecommunications industry. Construction Phase Support
During the construction phase, AMG will provide technical inspection and integration
support. AMG already has inspection checklist prepared for other projects, which will
be customized and utilized for this project. The inspection checklists will be utilized for
daily inspection logs and documentation as needed for the project.
At this point, we have identified the following inspection areas for this project:
1.Integration Manager
2.Communications Network Inspector
3.Cyber Security/compliance inspector
4.Fiber Optic systems inspector1.Integration Manager
I will serve as the overall integration manager for the project. I will provide coordination
and direction to each inspector for their tasks. The Integration Manager will coordinate
with the Town of Danville to obtain agency requirements, developing testing criteria,
verifying compliance, consolidate inspection documents, and track progress of the
project. 2.Communications Network Inspector
The Communications Network Inspector will examine that the routers, switches,
Ethernet ports, network routes, firewall settings, and other network devices settings
have been correctly configured according to guidance provided by the Town and the
requirements documentation. 3.Cyber Security/Compliance Inspector
The Cyber Security / Compliance Auditor (CSCA) will examine that the network and
Ethernet-based equipment settings have been correctly configured according to
industry best practices and Town of Danville security requirements. AMG staff will be
working closely with the Town’s IT staff to determine that all security measures have
been incorporated. A networkwide scan (individually or en-masse / on the bench or in
production) can be utilized to verify ports are closed, validate patching levels, passwords
have been changed, and other network security features have been implemented. 4. Fiber Optic Communications
The fiber optic inspectors will examine the planning, installation, testing, and
performance of the fiber optic network according to Town’s requirements. The
inspector will review the fiber optic pull plan, observes the installation, reviews OTDR
traces, and witness the performance test. Inspector will confirm that all installation and
testing procedures follow Bicsi, Fiber Optic Association (FOA), Telecommunications
Industry Association (TIA), and the Town’s requirements. Project Closeout
The process of project close-out is often neglected as contractors and project team
members move on to their next job. However, several activities need to occur to ensure
successful completion and closeout of a project. These activities include final
inspections, training, as-built plans, final report of expenditures, final
invoicing/payment, reporting and project documentation. The technical project closeout
will consist of providing all project generated documentation via thumb drive. Most of
the documentation will consist of daily inspector logs, compliance reports, completed
inspection checklists, meeting minutes, and other projected related documentation. Budget
AMG proposes a budget of $51,950 to complete the level of effort outlined above from
pre-bid support to project closeout. All tasks will be performed on an as-needed basis
and the Town will charged for time and materials. The budget is a not-to-exceed
estimate.
Please let me know if there are any questions or you need further clarifications.
Best Regards,
Advanced Mobility Group (AMG),
Joy Bhattacharya, PE, PTOE
Joy@amobility.com
(415) 688-0024